Email Archiving By Chloe Holland

Archiving emails

Email archiving is a process for downloading, keeping and protecting all inbound and outbound email messages so they can be accessed at a later date should the need arise. Archiving removes messages from your inbox, but keeps them in the account so that you can always find them later. Archiving is like moving messages into a folder for safekeeping. Rather than putting them in the trash can. A museum has an archive of old exhibits. You can archive your old emails that you either don’t think you’ll need

Benefits

It cleans your email inboxrecovery of lost or accidentally deleted emails, accelerated audit response, preservation of the intellectual property contained in business email and its attachments"eDiscovery" in the case of litigation or internal investigations

Archiving

When you have too many emails, or simply want to create a backup of your emails, you send them to an archive. This takes the emails “off-line”, and puts them into a safe location. Many IT Departments will carry out archiving for you, so that you don’t have to, and so that a structured, official approach to emails is in place.

File sizes

• If you have an email that is too big to send, there are a couple of things that you could try:• Copy & paste the text into the email instead of attaching it as a

separate file• Compress the file, using a piece of software like WinZip• Send files as PDF files instead of word documents

ARCHIVING IN MICROSOFT OUTLOOK 2010To begin archiving your email, click the “File” tab on the ribbon .On the Account Information screen, click the “Clean-up Tool” button next to “Mailbox Clean-up.” Select “Archive…” from the drop-down menu. The Archive dialog box displays. Select “Archive this folder and all subfolders” and select a folder to archive. If you want to archive all your email, select the node with your email address at the top.Click the “Archive items older than” drop-down list to select the latest date for items to be archived.. All items older than the selected date will be archived